HRN Performance Solutions

Forms

To access an employee’s Performance History:

In the Logged In As box, make sure your Role is set to Appraiser (Administrative Users can be in the Administrative Role.
From the main menu, under Employee Documents, click Performance History.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Current and historical appraisals are listed on the Appraisal Form tab. Forms relating to the employee are listed on the Forms tab. Notes are listed on the Notes tab. External files relating to the employee that have been uploaded to Performance Pro are listed on the Additional Documents tab.
Select the documents you wish to view.

To add a new Form:

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Forms are listed in chronological order, newest to oldest. Click the Add New Form button.
From the list of available forms highlight the appropriate one and click OK to choose the Form or Cancel to return to the Forms tab.
The blank Form will appear.
Enter the date, if different from today’s defaulted date, by inserting your cursor in the Date box or clicking on the calendar. Enter the appropriate date using a month/day/four-digit year format (mm/dd/yyyy).
Populate data on the Form by clicking in the boxes or typing information in the fields displayed. Move through each field until you have completed the Form. Click Spelling and/or Language Check to review your text.
If the Form has been set up to allow employee input, you will see a Send to Employee box. In addition, the appraiser will be unable to populate data in one or more fields that have been designated as employee fillable. Click the Send to Employee box if you would like the employee to enter data into the Form. Once the appraiser saves the Form it will appear in the employee’s Form Inbox on their Home Screen. Employee input is only allowed in areas of the Form that have been set up for employee input.
If you would like to be allowed to return to the Form at a later date to perform edits, click Save on the toolbar. This will save the Form as Pending.
If the Form is final and no edits will be needed, click in the Save as Complete checkbox at the top of the Form. Then click Save on the toolbar. Once this option is selected and saved, no changes may be made.
Forms that are marked Complete will display a status of Complete on the Forms tab. Documents that still allow for edits display a status of Pending on the Forms tab.
If you would like to route the Form, follow the directions below on routing forms.

Note:

If Routing of Forms is a requirement in your organization, a message will display next to the Save as Complete checkbox informing you that the Form cannot be marked as Complete until Routing and approval is complete.

Note:

If Require Routing is activated, Forms relating to an appraiser’s direct reports will appear in the Form Inbox widget on the appraiser’s Home Screen until the Form is routed/approved and marked as Complete.

Note

If Allow Employee Initiate is activated on a Form, employees can add that Form relating to themselves by clicking the Add New Form button in the Form Inbox widget on their Home Screen.

To view, edit, or print Forms:

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Forms are listed in chronological order, newest to oldest. Click the Edit icon beside the Form you wish to view, edit, or print.
To edit, insert your cursor in the appropriate boxes and type your changes.
If you would like to be allowed to return to the Form at a later date to perform edits, click Save from the toolbar.
If the Form is final and no edits will be needed, click the Save as Complete box at the top of the form. Then click Save on the toolbar. Once this option is selected and saved, no changes may be made.
The Form may be printed by clicking Edit and then clicking the Print button. A new window opens. Print the document using your browser print function. Signature lines for the employee and manager will be automatically added to the Form when printing. If you would rather view and print the document from a .pdf format, click the PDF button and print through your PDF reader software.

Note:

When viewing completed Forms, be aware that the employee’s position, department, division, and location displayed on the Form is the information that was current at the time the Form was saved as complete.

Note:

Appraisers and those with Downline Edit ability may view, print, and edit Forms with a Pending status, regardless of who created the item. However, once the Form has been Completed, they can only view and print items with a Complete status.

Note:

Appraisers cannot delete forms with a status of Complete. However, if the Appraiser Form Deletion feature is activated on the Appraisal Settings screen, they do have the ability to delete Pending forms, regardless of who created the item. The delete icon for a Pending form created by another user will not appear until the appraiser has made and saved an edit.

To delete Forms:

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Forms are listed in chronological order, newest to oldest. Click the Delete icon beside the Form you wish to delete.
A warning appears asking if you want to permanently delete the Form. Click Yes to continue or Cancel to return to the Forms tab without deleting. Remember that this permanently deletes the documentation!!

Note:

Only the Administrative User may delete a form with a Complete status.

To change the status of a Form from Complete to Pending (Administrative Users only):

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Forms are listed in chronological order, newest to oldest. Click the View icon in the Edit column beside the completed Form you wish to change.
Click in the Uncomplete box at the top of the Form.
Click Save on the toolbar.

To route a Form (if Routing is activated):

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Forms are listed in chronological order, newest to oldest. Click the Edit icon beside the Form you wish to Route. Only Forms marked as Pending can be routed.
Click the Route button.
If Manual Route has been enabled, you will have the option of choosing the recipient of the Route from a drop-down list, followed by clicking Route.
If Auto Route has been enabled, the routing information will display. If you do not wish to continue with the route at this point, click the Back button to return to the Form. If you do wish to route the item, click Route again and the Form will follow an established, assigned Routing Path.
If at this point you wish to cancel the route, click the Cancel button that appears.
If Routing E-Mail Notification is activated on the Company Settings screen, the recipient of the routed item will be notified via e-mail.
If the routed Form is not responded to within the established Routing Period, it will automatically be sent back to the appraiser or onto the next person in an Auto Routing Path.

Note:

If Require Routing is enabled on the Appraisal Settings screen, Forms must be routed and approved before they can be marked as Complete.

Note:

The Routing feature must be activated (on the System Setup, Company Settings screen) before Forms may be routed to the Administrative User. If you wish for Forms to be routed to the upline, then the Downline feature must be activated as well.

Note:

A Form can only be routed to one person at a time.

To cancel the Route on a Form:

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Click the Edit icon beside the Form for which you wish to cancel Routing.
Click the Route button.
Click Cancel to stop the routing process.

To make edits to a Form routed to you:

From the Routing Inbox on the Home Screen, click the View icon beside the item you wish to review. Review the contents and close the window.
In the Logged In As box, make sure your Role is set to Appraiser.
From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Click the Edit icon beside the Form you wish to edit.
Insert your cursor in the appropriate boxes and make your edits.
Click Save on the toolbar.

Note:

Downline View and Downline Edit rights must be given to an appraiser for them to have the ability to make edits.

To add a Note relating to a Routed Form:

From the Routing Inbox on the Home Screen, click on Form in the Item column. An approval box will appear.
Click the Add New Note button. A blank Note appears.
If the Share Note feature has been activated and you wish to allow the employee access to this Note, click in the Shared box.
Insert your cursor in the Note Title field and edit the default title if desired.
Enter the date by inserting your cursor in the Note Date field or clicking on the calendar. Enter the appropriate date using a month/day/four-digit year format (mm/dd/yyyy).
Insert your cursor in the Note Description field and type the information you wish to include. You have control over basic formatting such as bold, italics, underline, strikethrough, numbered lists, and bullet lists. Click the appropriate icons to manipulate these options.
Click Spelling and/or Language Check to review your text.
Click Save on the toolbar.
The dated documentation will appear in the employee’s Performance History on the Notes tab.

Note:

In order for an employee to be able to view a shared note, the Share Note feature must be activated on the Appraisal Settings screen and the Employee Notes widget must be turned on and added to the Home Screen.

To approve a Form routed to you:

From the Routing Inbox on the Home Screen, click the View icon beside the item you wish to review. Review the contents and close the window.
From the Routing Inbox on the Home Screen, click on Form in the Item column. An approval box will appear.
To approve the Form as is, from the dropdown box, choose Approved. Click OK.
To approve the Form with edits or with a Note you made, from the dropdown box, choose Approved with edits. Click OK.
To deny approval, from the dropdown box, choose Not Approved. Click OK. The item will now disappear from the Routing Inbox.

To send a Form to an employee for comments:

From the main menu, under Employee Documents, click Performance History.
In the Logged In As box, make sure your Role is set to Appraiser.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Click the Edit icon beside the Form to be sent. (Determine if the Form has sections that allow employee input. If the Form allows employee input, there will be a Send to Employee? checkbox at the top of the Form and there will be fields that are shaded in which the appraiser cannot type.)
Check the Send to Employee? box. This will send the Form to the employee’s Form Inbox on their Home Screen.
Click Save on the toolbar.

To cancel employee input to Forms:

From the main menu, under Employee Documents, click Performance History.
Click on the Forms tab.
From the employee dropdown list on the toolbar, click the down arrow and select the user you wish to view or click Search on the toolbar.
Click the Edit icon beside the appropriate Form.
Check the Cancel Send to Employee? box.
Click Save on the toolbar. This will remove the form from the employee’s Form Inbox on their Home Screen.

Note:

Forms must be saved as Complete before they can be signed electronically.

To sign a form electronically as the employee:

From the toolbar, click the Home button.
From the To Be Signed widget, click the appropriate Form link.
Click the Agree or the Disagree option at the bottom of the document.
If you would like to add a comment, click the Add Comment link. Enter your comments and click Save to save your changes without closing the comment dialog box. Click Save & Close to save your changes and close the comment window. Click Cancel to exit the screen without saving.
Click the Check this box to sign this document electronically box.
Click Save on the toolbar.

To sign a Form electronically as the appraiser, upline manager, or Administrative User:

From the toolbar, click the Home button.
From the employee dropdown list on the toolbar, click the down arrow and select your name.
From the To Be Signed widget, click the appropriate Form link.
Click the Sign link at the bottom of the document.
Click Save on the toolbar.